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w m mm m ■ ■ 
 
 Alexander Hamilton 
 Institute (U.S.) 
 
 Dm ^ ^ g ^ ^ 
 
 esk effiCTency 
 
 Place: 
 
 Date: 
 
 [1918] 
 
COLUMBIA UNIVERSITY LIBRARIES 
 PRESERVATION DIVISION 
 
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 RESTRICTIONS ON USE: 
 
 MATERIAL AS FILMED - EXISTING BiBUOGRAPHIC RECORD 
 
 Alexander Hamilton institute. New York. 
 
 ... Desk efficiency. New York, Alexander HamiL 
 ton institute, cl918, 
 
 cover-title, 19 numb. 1. plates. 29 cm. 
 (Modern business, report no. 86) 
 
 Multigraphed. 
 
 TECHNICAL MICROFORM DATA 
 
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 HLMED BY PRESERVATION RESOURCES. BETHLEHEM. PA. 
 
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Cobtmlita (Bnitteiaiftp 
 titHieCtipiiflitoSiiik 
 
 LIBRARY 
 
 Schcx>l of Business 
 
MODERN BUSINESS 
 
 REPORT No. 86 
 
 I': ■ > -> ! if f J ! ■ 5 ' f-i e;: s j ij i z. itjf 
 
 C'Cj "I"" --"'-I -i^' * ■« "~ j'ity 
 
 ••••••••• 
 
 • • • ■ • • , 
 
 * ** ••• •« 
 
 : : •/ 
 
 " • • • 
 
 Alexander Hamilton institute 
 
 48TOR PLACE. NEW YORK 
 
 COPYmOHT 1918. BY ALEXANDER HAMILTON INSTITUTI 
 
 / jiiiiiiiilP^- 
 
 i 
 
 'mBk. 
 
t 
 
 i 
 
 m ™ 
 
 Alexander Hamilton Institute 
 
 AsTOfi PiACK. New Yo 
 
 AD¥iMiiv eoyiili 
 
 inSElPH FRENCM' lOMNSON D C^. LL.0 
 FRANK A. VAN'DEi%LiP# LL.D. 
 
 JEREMIAH W. JENKS, Pii.D.. LL.D. 
 JOHN HAYS HAMMOND. DJSc, LL.D. 
 
 s 
 
 'CJolltfcflOfit 
 
 r . do BOWER, 
 
 Sales and Advertising PfMdm 
 
 RALPH STARR BUTLER, 
 Mmrketinff MethodM 
 
 'iiifilit* rw w u%MSt I Ma *ii I- li I ^^r6?| 
 
 EDWIN J. CLAPP. 
 
 Tfwmportaiim ami Terminal #solllll0f 
 
 RAYMOND J. COMYNS, 
 
 Fmrmml SalemmmMp 
 
 ROLAND' P. FALKIBIIi^ 
 Bminess Statittlm 
 
 MAJOR B. FOSTER. 
 Banking PHndplea 
 
 LEE GALLOWAY. 
 
 ftuitiitfiiil OffUfilMitlofi 
 
 CHARLES W. GERSTENBERiGk 
 Corporaiim nmmm 
 
 Mmmnitive TraMng 
 
 LEO CREENDUNGER. 
 
 Biitlfi€«f and Financial Statementi 
 
 EDWARD R. HARDY. 
 
 WARREN F. HICKERNELL. 
 Biff Ifieif CmSmmM 
 
 HARRY A. HOPF. 
 Office Managemmd 
 
 ERNEST E. JENKS. 
 ^cofioffito PrindpUM 
 
 JEREMIAH W. JENKa 
 
 Relation of Oovemment to Buainen 
 
 JOSEPH FRENCH JOHNSON. 
 
 Bm^trnm MiMm 
 WALTER S. JOHNSON, 
 
 EDWARD D. JONES 
 Inimtments 
 
 JOHN a JONES. 
 Sales Management 
 
 PHILIP B. KENNEDY 
 
 DEXTER S. KIMBALL, 
 Cost Finding 
 
 BERNARD LICHIENBERG. 
 
 Advertising Prineiplm 
 
 WALTER LINDNER. 
 
 Iteal Estate 
 
 MILTON E. LOOMIS. 
 
 3Iunicipal Finance 
 
 HARRISON McJOHNSTON. 
 
 Business Correspondence 
 
 FRANK L. McVEY, 
 
 Moommim 
 
 JOHN THOMAS MADDEN. 
 
 Accounting ProfMoe 
 
 MAC MARTIN, 
 
 Advertising Campaigns 
 
 THOMAS W. MITCHELL. 
 
 Accounting Principles 
 
 E. L. SflWART PATTERSON, 
 Bomestie and Foreigm EmMnge 
 
 FRED C. RUSSELL, 
 AudMing 
 
 W. W. 3WANSON. 
 
 Canadian Railways and Cmreneif 
 
 JOHN B. SWINNEY, 
 
 MiTchandising 
 
 PETER P. WAHLSTAD, 
 
 Cfediia 
 
 WOJUAM R WALKER. 
 
 Financial Prohlems 
 
 ERICH W. ZIMMERMANN, 
 Foreign Tmilf mnd SM§§im§ 
 
 ) 
 
itfort 8€ 
 
 mm 
 
 thi •o-«*llti tffioienoj sovtmiit has lervod 
 o«l«mtor in nMrlf all fitMs of induitrf . 
 
 Th» fmotorj aai gtntral prodttotion dtpariiitiitfl liave un- 
 doubttdljr profited Bore hj thU novomont than the innar offices or 
 planning dtpartaents • In facti manf an eieontive has fowmlated exttn- 
 si¥i plans for an if fioiency caapaifn to inortase the output of his 
 production departnent while his own desk was greatlj in need of over- 
 hauling of the same sort and naj even possihlf have been to blame for tha 
 verf flaws he was trjing to reaedy in other departments. 
 
 The office desk seems to have been among the last to come 
 under the efficiency scheme. This is to be regretted, for nowhere is 
 efficiency more necessary than in the handling of correspondence, orders, 
 and other matters that fall to the lot of the worker. Especially is 
 this true In the case of the eiecutiv© whose time is always valuable. 
 
 The present Report attempts to show how waste of time and 
 effort in the office may be avoided by a practical arrangement of 
 ilesks selected with due regard to the needs of the occupants. 
 
OUTLHH of HIPOET 86 
 
 I A DESK SYSTKM 
 
 1, A long-Heglected Field 
 
 2, Evolution of the Office Bask 
 
 3* Funotion of the Desk 
 
 4. Obstacles to Orerooiie 
 
 1. Desk for Clerical Work 
 
 2. Desk for Stenographic fork 
 3* Desks for Bookkeepers 
 
 • Upright Tub Desk 
 
 5. Unit Card Record Desk 
 6* Desks for Salesmen 
 
 7. Salesmen's Unit Desk 
 
 8« Desks for Itzecutives ^ 
 
 9« lfi.scellatte'0iia De'Sks 
 
 /%'|P"|p "I if^'lp' fUATDQ 
 
 XX A KJwWJJJ'm VPH t nff 
 
 Im For Clerks 
 
 2* For Stenographers 
 
 3. For Executives 
 
 I¥ DISK E QUIPMENT AND SUPPLIES 
 
 1, The Desk Topr- 
 
 . The Interior of Desk 
 3. Desk Helps for Department Heads and Ixeoutivea 
 
 ¥ LAYOUT' OF 'THE DESK 
 
 1. For the Clerk or Salesmn 
 2« For the Executive 
 
 VX XlUf A/AXXi'X Owtlllil'vJbiii 
 
 1, Planning the Work 
 
 2, The Tickler File 
 
 3, Correspondence Manual 
 #• Instruction Cards 
 
 5. Visible Index 
 
 6. In Conclusion 
 
LTO^ N I N ST I T il T E 
 
 P'LiicB,. Nkw Y#'Iik City 
 
 Mmkm Bmimm iSiii»ice Repori No. 
 
 i9tt.l9C€i 
 
 X« l:^iiiBSK. i i SHM, 
 1* A Long Neglected Field, - It it :p?©(lial>lf mim t© i«f ttet in 
 aiiii»tf*f ivt per m^t of the business officer of tiiii 'Ooaiitn' little or no 
 tbottght lifts been to tlie s'ii]>j#ot of dosic sfsteii tbO' porsoiiial desk sjsteii 
 
 of tlie mrioiis^ ozecutiYOS and woTkBn. Iltho the subject of costs is constantly 
 
 that liftk: 'Vhicii. 'iipoa .isiptstipitioii is f'Oiind tnbO'eable to 'd*sk iMfffoioiicf • 
 
 SoiMi Of the bnsines concerns who ha¥e made a studj of the subject 
 say that' the ava;rftc« omplofo mstts tventj-five 'per cmt of his t^lae thru lack 
 of desk systaii« this sveoping assertion- is undoubtedly true in many instaact s * 
 Bven if the auerage enploye wasted only thirty iiiiiiites each day in searching for 
 BiiS'Placed papers and in careless haadling of his desk worki that vould amount 
 to a waste of nearly twenty 8-hour days in a year - no small itemt- therefore # 
 
 2« Bvolution of the Office Desk, - In common with many other im- 
 provements which 'have been made in the modera business of ftca during the last 
 dozen O'r twenty years ^ a sweoping change has taken plao^e in the various types 
 of offioe e<|uipment.9 and especially in the office desk* It is not so very 
 many years ago when it was the fashion to have office desks made of 'walnut 
 and birdseye 'maple* that stood five feet hight opened up like a safo..t ^^mA had 
 neat little boies fitted in tiers of pigeonholes, not only in the desk itself 
 
 The Iiuilltill* kaa wmS all MMonable ineaiis to obtain true and reliable informatimi on wUcIl to hmm this report, but does not 
 tnaranl*** 'nor lioM itself iable fvn* tlio oocurmcir of tlio atatomonla contained therein. 
 
^^^(Mft. . . . ..... jSi^tf w ... ^ 
 
 but in oaob of tlit Aoors. It that tliie noderii filing cabiatts had not yet 
 eoiit into list, cottitfttantlj it vas nacassarj to keep within the desk what- 
 ever papers and raoords were needed in oonneotion with tha work. 
 
 With the introduction of filing cabinets, which provided a means 
 for storing papers, the roll-top desk gradimlly earn into use. This was a 
 i»rked isiprO¥esiettt on the style of dask foroerly used, but even tha roll-top 
 desk was a huge piaoe of furniture with many opportunities for storing papers 
 and record,!, ud equipped with cavernous drawers on both tides reaching to 
 the floor. This style of desk lasted a atinber of years, and it was considered 
 an eiibleii of authority in an office to occupy a roll-top dask. Behind its 
 bulli f ons many a private conference could be carried on and in its cosipart- 
 ments the docunentary sacrats of the concern could ba safely hidden froa the 
 curious gasa of subordiaatas* 
 
 Later it became customary to make the roll-top desks low enough 
 to permit the occupant a clear view of the office. In the meantime, filing 
 cabinets were being improved, and there was found a decreasing need for util- 
 ising the desk as a storage cabinet. This fact led finally to the designing 
 of the so-called flat-top deakt • tfft ©f €«*k which is almost uaiversallv 
 
 Mad taiaw. 
 
 I 
 
 Tha flat-top desk, aa its name implies, is in reality a table. It 
 hat two pedeatals containing a tarias of drawars. With the development of the 
 principals of standardization, and especially with the recognition of the advan- 
 taget of a large open office as compared with several small private offices, the 
 flat-top desk has come to ba regarded as a most useful pieoa of equipment. 
 
 S't funotion of tha Oatt »- Until recently, dat^kt appear to. have 
 
Bepmi ii Fage 
 
 teen iiBtd largelf as a mUmr of tradition, and little or no attention was 
 paid to tilt elimination mate notions, mate time, and other deterring fao- 
 tori* It ii fnrtlieraore true tliat tlie aweraft office emploje mm given al>- 
 solutelj no instnictioa ae to how he eowld hest use his desk. However, with 
 the inereasinf interest in all prohlems of office .administration, attention 
 has been directed to the desk as one of the important factors to be considered. 
 
 Dispatch is one of the first principles of good management, and to 
 promote this is the main fnnotion of the desk. It should he the aim of everj 
 desk worker to dispose aa rapidly as poisihle of all matters coming to his 
 deskf and above all, not to allow papers to accwmilate without taking action 
 on them* la ef f icientlj arranged desk will enable the occupant to keep 
 abreast of the work recnilring his attention, hence will prove a valuable aid. 
 
 Q^staeles to Overcome . - Habit is a force to be reckoned with, 
 and experience has shown that any attempt to improve the desk habits of older 
 emploies usually meets with a hostile attitude. leverthelesSf many of the 
 activities of the modern business office have been systematizodt and desk 
 efficiency should be no exception. Suitable efforts should be made to reform 
 the habits of those who opfote this change for the better. 
 
 In alBOSt any taislness office, even those of the most modern type, 
 are still found numerous exaiiples of desk Inefflolency* The sight of a desk 
 covered with miscellaneous documents in evident iiitusion, and littered with 
 numerous desk accessories • possibly even with personal belonginge of the 
 'OWMV IS BOi uncommo&t 
 
 Ihe aim should be to avoid the "collecting habit" i to have a place 
 for everything, and everything in its place. By learning to assign different 
 
oonpartnieats of th© desk to sptcifio pirposes and uses, the occupaat will soon 
 'be milei .aliiO'St atttoinaticallf.t tO' put his haad on. the material desired. 
 
 11. SMJCTICai OF PBSK 
 For iO»it ewtrf kind of work in the modern business office a 
 ifteial tfpe of desk ha^t been deTlsed^. We shall here endeavor to describe 
 tit larlous desk types which have been foiiiid most satisfactory for specific 
 IIms of work* 
 
 1. Desk for Clerical fork,* - 'The type most frefiiently used for 
 
 jLX III HI... ij _ ^njuji I ...III , "T I iir in ^ 
 
 olerioal work is the double pedestal flat-top desk shown, in Figure 1.* Consid* 
 •ration of the value of available floor space deteraines largely the sise of 
 the desk to be usedt bat a desk with a top 34 by 55 inches affords ample space 
 
 for 0:.rdinary clerical work t the next larger sise,,, 36 by-W inches, is considered 
 
 the masivufli' aixe for this .pitrpoea-* 
 
 la one of the pedestals there are usually three drawersi and in 
 the other, two, of which the lower one is of double depth to allow for the 
 vertical filinf of correspondence. The center drawer contains compartments 
 for clips, pine., elaeiio 'bands., penoils., etc.. One of the drawers is 
 provided with a saparate lock and key and is for the personal use of the 
 occupant. Besks of this type must be open to inspection by office executives 
 at least once a ■month, to as to prevent over-accumulation of supplies and 
 unfiled correspoaiiaoe. 
 
 2. Peak for Stenographic Work.. - Ttm standard type of desk for 
 stenographic work is either a single or a double-pedestal, center-drop type- 
 writer desk. (Figures 2 and 3,). The typewriter rests on a flat bed and when 
 not in use is concealed under a lid which fits into the center of the desk* 
 
In order to bring the typewriter to tbe writing position, tit lid is lifted 
 up vA disappofirB into tlie bodj of tbe dosk* 'Tliis^ brings tlie flat bed on vliich 
 tbi typewriter rests to tbe proper height for writing. 
 
 The double •pedestal desk has six drawers.y three on each side. The 
 s'tandnrd. siie of this desk is 35 by 54 inches, which allows ample room on the 
 top tor a copyholder, letter tray and other necessary accessories* 
 
 If space Bust be econoinizedf the single'* pedestal desk may he need 
 (32 bf 38 inches)* The three drawers ^are usually sufficient to hold the 
 
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 aaoeatary siippues* 
 
 3. Desk for Bookkeepers . • for bookkeeping purposes various kinds 
 of desks have been devised, and the right selection depends largely on the kind 
 O'f records that are employed in the bO'O'kkseping work. Ilherever ledgers 'and 
 other heavY bO'Oks of entrv are used, the old'-stvle standing bookkeener^s desk 
 with a slanting ton is still in favor and orobably will continue to be so for 
 years to come. The size of the books makes it necessary for the bookkeeper 
 
 to do much of his work in a standing position, hence it is necessary that 
 his desk: shO'Uld be much higher than 'the flat-top desk. ^The standing desk 
 is usually equipped with a rack on which books may be placed when not in use, 
 and has two or three drawers for storage purposes. 
 
 A good type of standing desk has skeleton supports, and no drawers 
 exoeiit those that are immediatelY under the ton. 
 
 4. Upright Tub Desk >. - With the develo'pment of card record^s, and 
 •specially the card ledger, a new type of desk known as the "Tub** desk has 
 coiie into use. This desk is of two styles, one intended for standing and the 
 other for s.itting. The former "is of the appearance of the old style standing 
 
m f 
 
 Bepmrt Page 
 
 4esk| except that in placa of a staaiing top a sort of tub lias been provided 
 into whleli traya. with card reo^ords are plaoed. 
 
 I slantinf platform mounted on runners is fitted into the top of 
 the tub (see figure 5), and when entries are to be made on the eard records, 
 thi« platf ora nay be moved from^ one side to the other so that the individual 
 cards nay be picked out of the trays and plaeed thereon for greater convenience 
 
 5. Unit Card Record Desk. - The type of tub desk for sitting is 
 approilsiately 30 laches in heightt and consists of at least one wing with an 
 .addition at right angles thereto,.,, whioh Is in the nature of a small table 
 convenient for writing. In practlee, the clerk removes the cards from the 
 trays in the tub by half turning in his swivel chair » and when the growth of 
 the reoords exceeds the capacity of one wing„:,f another is added on the other 
 side of the writing. 'tabl.e« 
 
 For bookkeeping work whioh involves the use of small books, or a 
 card ledger of limited siie, the desk designed for ordinary clerical work 
 (Figure l) is very well adapted, and the deep drawer in one of the pedestals 
 can be fitted to contain either the books or the trays holding the cards, 
 
 6t Desks for Salesmen. - The average salesman is usually an in* 
 efficient desk worker. There seems to be something about the nature of his 
 work which develops in the salesman a feeling of contempt for desk organization, 
 d his faulty ways of handling his desk work have perhaps been encouraged by 
 
 the practice of furnishing siliimen with roll- top desks. 
 
 The theory on whioh the practice is based is that frequently a 
 salesman is suddenly called away from his desk to see a prospeat or a client, 
 
itepon.. Page 
 
 hmm it i:i mrj eornvtnltnt for Mn to 'bt mhl% to olost dowtt hU roll -top on 
 my unfiniiliti work at wliioli bo Ms been intorruptod. While this »jr b« »0f 
 tho practioo uadoubtodlf OEOouragoa careleasness and disorder in the salosman^s 
 desk work. The roll-top dosk of the avtrage saltsinan ooiild aptlf be oited as 
 a iiodtl of desk i&ef fioi:aiio:y:* 
 
 la mrious lines of biisinesfti the praotioe of ftirnishing roll- top 
 desks to aalesffien has of late been abolished, and flat-tof desks have been 
 substituted. Efforts have been made to train salesmen in orderlf methods of 
 haniling their desk workt and it has been pointed out to them that the apfliea- 
 tion of of fioient methods may easily resiilt in saving one^half of the time 
 ordinarily spent at the detkt 
 
 % making it impossible for him to hide correspondence and oard 
 records under the roll-top, the salesman is compelled to keep Mis desk in order 
 and to arrange the desk equipment in compliance with his /work. 
 
 7. Salesmen's Unit Desk . - One of the office equipment manu- 
 factiirers has developed a so-called unit desk for salesmen, which has some 
 merit. It is built up of a number of separate units which are carried in stock 
 by the manufacturers, and which may be seleoted by the purcliaser. 
 
 The units consist of vertioal files for correspoAieace, card trays 
 for different sises of card rtcordi, and other units for special purposes. 
 In this manner provision may be made for the special needs of each salesman, 
 and if later on some other salesman oooupies tM "'lll»kt any desirit " changes 
 may bt made in the individual units. 
 
 8. Pe-ski for gyecutiyes. - The us'ual practice is to supply depart^ 
 ment beads and etecutlvei with a ioublt-fedwstali flat top desk of the standard 
 
sisOf by iO iaobO'if (ifigiari l) w to employ 8> do'ublo flat-topt double - 
 
 p^tesiml de'S'kf tiss '#8 by SO inobes • ^Zbe fO:iiiier 'bas beta freviO'itfily desoribed, 
 
 but the dottble flat-tof desk is a new type* In structure it is like the 
 ordinary tMt-top desk ezotpt tbat tbe double widtb pennits a double set of 
 drawers - one on eaob side • tbus making two dasks in onot tlie oocupKti 
 faoing eaob otber, Tbis desk vas probably designed for spaoe saving purfoses» 
 but many exeoutives have found that the arrangeiient is well suited for use in 
 working with a secretary or assistant who may sit at the opposite side of the 
 desk wfaea fluaneitid for diotatioa or' eonf#reno'a# 
 
 In the drawers on the far side may 'be filed s^iiofa latters and other 
 'material as the secretary nay need for rO'f e^renoe while taking di'Otatioa* 
 
 The average e,xectttive.t. howevert finds most satisfaction la the 
 standard flat-top» double-pedestal desk, I work table to be used at interviews 
 and for reference wo:rk' should be placed in suob a 'way that a S'wivel o^hair oaa 
 be turned qu'iokly from the desk to the table* 
 
 t* Miscellaneous Desks * - there have recently oone into use t'wo 
 S'tyles of desks which require special mention* Xhe fi'rat is the so-oalled 
 •fable'' desk, and the S'econdt the •'Pedestal Drop Typewriter B'esk-*" The former 
 has come into use as a result of aa att'smpt to check the tendeacy on the part 
 of employes to convert their desks into storage housea. furthermora,, in view 
 of the high value of floor spaoa,, especially in the financial districts of 
 large cities 9 a need was felt for a desk 'that would economise space as much 
 'as foS'Si'ble.* 
 
 1 prominent life insurance company in lew fork City some time ago 
 patented such a desk for the use of employes in its home of fleet and claims 
 
tli«rt%" t0 liftv* rtiiiatd tho roquired off loe spaot fron^ four floor^s to ttiree. 
 
 JLflV vl»'i9aLw lilvB-JL JkM' Wm UvUOJL Oa IIJLIIIOJLX'VA wj<c JbW iB %J\J aUvM'vII • 
 
 'Iho side drawora hmu adjustalilo cofflpartments for lottor papart pads ^aitd stook 
 fornSi vliiO'li are stt slaniiiifly for oompaotaesa and. aooossibilitj, ttiO" oanter 
 draver btiug divided into oonpartmants for clips, pins, elastic' 'bands, pencils 
 
 The olmir wMcli goes witli tlie desk is also of special design and 
 oonstruotion. It is without arms and is placed under the desk when not in use. 
 :iaoh desk user has, in addition to the ecpiipment mentioned, a steel locker in 
 which, at the end of each office daf, his work is so arranged that in the event 
 
 of his absence froii the offioe thru sickness or for other oauses , the exact 
 
 place 'Where the work was stopped may be pro^iwptlj determined, and all peiiing 
 
 mtters taken eare of without delav* 
 
 The ''^Pedes^tal Drop l^ypewriter DS'Sk'*^ was designed to allow the 
 
 occupant to do clerical or typewriting work alternately, this type of desk 
 
 saorif ioes the drawer space in one pedestal since the typewriting machine is 
 
 housed 'ihtrein* (figure i)« 
 
 'The false front of 'lie pedestal is pulled forward in a quarter-- 
 
 oirole ^and inserted into the pedestal, thereby revealing the bed on which the 
 
 typewriting machine is placed, fhis is then pulled forward, and with an upward 
 
 # 
 
 lift is placed into position approximately where the ordinary desk slide would 
 'bt' if pulled m% ol \hB desk. 
 
 Such an arrangement, while sacrificing some drawer spacst tziables 
 the occupant to use the entire top of the desk for clerical work and to turn 
 witbout waste motion from one elaas of work to the other* 
 
BqMfrt .......M Fa^e 'ML 
 
 ♦ 
 
 For Clarks . - For clerical workers and salesmen, an armless 
 swivel chair of simple but strong construction has been provided. The back of 
 tli0 Chair is so sMped as to giv© the necessarj support to the occupant | the 
 absence of arms prevents anj interference with the pulling out of desk drawers, 
 and periiits quick novemonts to and froii the chair* 
 
 2- For Stenographers , - This type of chair has been found desirable 
 also for stenographtrst with the exception that the back support is made of a 
 curved arm coming from the seat of the chair and terminating in a padded leather 
 support which is adjustable to the back of the occupant. A chair of this kind 
 will prevent undue fatigue to the stenographer and is a good investment, 
 
 ^0'' Bxeoutives t - For department heads and executives, "the 
 chftire are usually provided with arms and the backs are higher than those of 
 clerical worlers. ienerally speaking, a good and comfortable office chair 
 contributes greatlf to the proper performance of the office work. 
 
 PgSK BQmPMKNT AMD SUPPL IBS 
 Keeping in mind that the desk is not to be a storehouse where pa- 
 pers and supples may accumulate in unsightly array, ask yourself the question, 
 '•ihat articles are absolutely essential to my work at this desk?" ihen this 
 question has been fairly answered, proceed to get rid of all other pieces of 
 equipment and sui.plies. You will probably be astonished at the amount of 
 material that you can do without, and you will experience personal comfort at 
 
 ^' Tt^Q PQsk Top . - The object is to have a desk tO; practically 
 free from encumbrances, Iven tho this object be seldom fully attained, yet* 
 
S0 11 
 
 B^^t Pmg^- 
 
 a great deal oan be done toward it. TOien desk trays are used, ne¥er allow 
 paperi to remaiia in them for any liigtu of time. Under a well planned sjstea 
 all outgoing and incoming matter will be collected and distributed once every 
 hour or oftener. (This feature is discussed in detail in Modern Business 
 Report No* 77). Mail and papers for the files should be promptly attended 
 to. k glass-top desk pad will enable one to put many records out of the 
 •ay and yet keep them in sight. Under the glass may be kept, for example, 
 a telepone list, an index to important papers in the files, a list of office 
 niles, and to forth. 
 
 The only other article of equipment to be permanently located on 
 the desk top is a small tray of 3 by 5 cards for use in connection with a 
 "tickler*' or follow-up file. Unless ink wells, paste pots, paper fasteners, 
 calendars, and the like are in constant use, they should not be placed on the 
 desk as they give an appearance of disorder and detract from the occupant's 
 working efficiency. 
 
 The telephone is an indispensable adjunct of the modern business 
 office, but it is not always so placed as to perform properly its function as 
 desk equipment. The telephone should be placed preferably on the left side 
 of the desk, out of the way but within easy reach, and it should not be encuii- 
 beiad with an^ of the accessories which well meaning but often misguided office 
 equipment manufacturers have .placed on the market. 
 
 'Hi 
 
 In many business concerns special interior telephone systems have 
 come into use and form a valuable means of communication between different 
 departments. Such systems are discussed In detail in Modern Business Report 
 No. 77, '•Interdepartmental Communications." The two telephones should be so 
 
8« 12 
 
 Report Page 
 
 placed as not to interfere with each other. 
 
 The electric call button is another accessor, which is practically 
 iadiipensahle where quick messenger service is needed. 
 
 lers and typiats are usually supplied with copy-holders 
 .hich are placed directly hack of the machine. Such device, not only promote 
 speed and accuracy, but they also contribute to the operator's comfort. The 
 copy-hclders should never be placed at the side, but always directly in front of 
 the operator, as a sldwri.e position results in eyestiuin and geneml fatigue. 
 
 of copy-holder is provided with a flexible pneumatic tube 
 -hich is connected at on. end with a special key mounted at the side of the 
 typewiter keyboard, and at the other end with a thin metal strip. This strip 
 
 is movable and is placed acroaa -feha tanm +1.. 
 
 VMio.a across tne face of the copy after the latter is fastened 
 
 to the holder. The strip serves as a guide to the operator's eye in reading 
 the copy - a slight pressure on the key resulting in lowering the strip to the 
 
 2. The Interior of Desk. - General supplies should consist of a 
 small number of pencil, and pens, one hard and one soft eraser, ink-well, a 
 small number of paj»r clips and rubber bands, a few blotters, and a scratch 
 
 possible, the pus and ink well should be replaced by a fountain 
 pen. R„l.r, scissor, and paper punches should not be kept in the desk unless 
 th»y are really .very-day reauisit... 
 
 Paper «.ight. ar. unn.c.ssary. inaswoh as the desk top Is free of 
 all papers except those for immediate use. In many concerns paste pots and 
 sponges can be eliMnated from the desk .qulpB.nt and their use ccnf Ined to the 
 ■ailing and filing departments, which are responsible for the work of pasting 
 
 JB"" W 
 
Bepmi ^ m — 
 
 L«tiarh«ads, eavelopa and printed f orms slioiild b« k«pt doin to tho 
 simllett poisiblo qmmtlUm. Not more tlian one week's supply should be kept 
 in tlie desk, and tlie remainder of not more than one montli's supplj should be 
 kept in a storage cabinet. The main supply belongs in the Supply Department 
 and from there should be obtained at regular intervals* 
 
 Stationery and forms may be oonveniently and neatly arranged in one 
 drawer of the desk by means of an inner drawer file. Each kind of stationery 
 or foni is kept in a separate compartment, the partitions overlapping to save 
 ipace. This file will prove of considerable help to tie stenographer. 
 
 Catologs, pamphlets and miscellaneous oirculars should not be 
 allowed to accumulate in the desk. If they are to be kept for future reference 
 they should be filed systematically in folders in the deep drawer of the desk, 
 or better yet, in one of the drawers of a vertical correspondence file. 
 
 Dietaphone cylinders should not be stored in the desk except when 
 needed for overtime work. Ordinarily, a messenger service is maintained to 
 collect the records and deliver them to the head dictaphone operator, and also 
 to distribute new cflindere to etei i#sk. 
 
 ^' l^os*^ Helps for the Department Head and Biecutive . - In addition 
 to the desk trays, glass-top desk pad, and tray for ilckler slips, there are 
 various devices on the market, intended to save the executive's time in the 
 performance of routine work. Among the most important of these is the dicta- 
 
 TBP''iiB^'aiai|^^ > wllll^^^^a'^^'''iBieMiia^' liB^^w 
 
 This device has bewn introduced so widely in business offices that 
 it is unnecessary to give here any description of its mechanical features. It 
 
Bqmi M Page 1* 
 
 is ©aoufli that w« eiipliagiit the iiiiporta»ct of ibis devlct to tlit busy ©leoutivo 
 who Is aniioiis to oonserv© Ms Um and to maJce tvtry «ff ort count. 
 
 Neither should the executive he without the iater-departiieatal 
 ielephotte. By nerelf pressing a key, instantaneous coimiuni cation is effected 
 with any desired station in the organization. Thus everyone in the office may 
 be kept in touoi With the executive and available at instant call, 
 
 farious little desk helps have been devised. One is to sink a 
 telephone index in the desk slide nearest the telephone. The visible index 
 panel should be used in order that new nanes and numbers loay be inserted with 
 the greatest Mse, 
 
 Into the right-hand desk slide may be sunk a small pad scheduling 
 '•things to do today. furthermore, the memorandum pad furnished with the 
 dictating machine may be placed in this fashion. Such use of the desk slide 
 is convenient and systematic, and presents a neat appearance. 
 
 V. MYODY Of m DBSK 
 from the suggestions already given it should be an easy matter to 
 arrange one's desk iiiirding to one's own particular needs, but in order that 
 the ma.tter may be -simplified as muoh as possible, let us examine a practical 
 desk layout for clerks or salesmen, and also a layout for the executive. 
 
 It must be remembered that once a place has been assigned for a 
 particular article, that place should be used for nothing else, as any deviation 
 from the established system will mean more or less confusion and loss of time. 
 
 The one rule that applies to every desk and that must be emphasized 
 isf Always keep the top of the desk clear for action. 
 
IL0 
 
 ^port Page 
 
 !• For the Clerk or Salesman.- 
 
 CIMTIE MAlERt To be fitted with a desk trajt divided into compartments 
 for pencils, blotters, erasers, clips and whatever tools or 
 supplies raai be most fraqueatlf used. 
 
 EI01T-HMD UPPER DHAWERt (Assuming that the three-drawer arrangement is 
 on the right side of the desk) To be used for necessary supplies 
 - envelops, letter-heads and forms* 
 
 RIGHT- HA10 MIDDliK DRAilRi To be reserved for personal use. This drawer 
 is provided with a sepamto lock and should be the only drawer that 
 is not unlocked ^iiliS^ to inspection at all times. 
 
 RIQHT-MID LOilR DRAIflRi Should contain a '•Work Organiser. " This is a 
 sort of pasteboard filing case which consist of a series of 
 folders arranged with each edge receding about one inch to allow 
 for labeling the preceding folder. 
 
 It lies flat in the drawer with each label plainly visible. 
 To be effective the labels must be typed and should suggest the 
 eiact nature of the work containedt as, "Letters to he answered 
 
 III I'll 
 
 lilFT-HAND UPPER DRAWER i For card files and other records such as 
 
 tickler» follow-up filet desk instruction cards, address list8« 
 
 DOUBLil DRAWERi For correspondence and reference file - departmental 
 reports, etc. This file should ba strictly personal. Other 
 papers should be entered on the tickler follow-up cards, if 
 necessary 9 and immediately sent to the ganeral files. 
 
 2. For the Ejcecutive .- 
 
 CEHTBR DRAWER! To be fitted with a desk tray, divided Into compart- 
 ments for pencils, blotters, erasers, clips and whatever tools 
 supplies may be iiofit frequently used. 
 
 RiaHT-HAHD UPPER DRAWERS for stationery and other supplies. 
 RIOMT-MMD MIDDLE DRAWIRs "Work Organiier" for current work. 
 Riaiif-HAiD LOWER DRAWBRt "Work Organiser" for reference 
 
 LEFT-HAND UPPER DRAWIRs for tiokler» follow-up file and other card 
 records. Also personal matters'* 
 
 DOUBLE DEAWlRs for filing correspondence, unclassified material and 
 •iiptnrlaorf rt cords. 
 
¥!• THE DAILY SCHBDOIil 
 P^ft'^"^'^g Worlc >" Eaoli exacutiva or clerk should always bavt 
 bffor© him a list of ••thingg to do today." The list of the day should alwjs 
 be made out the night before, so that upon his arrival at the desk in the Hom- 
 ing the important things to^ be undertaken will not be overlooked or delayed* 
 
 The list nay be kept well before one's attention by placing it under 
 
 flip 
 
 the glass top or, as has been suggested, a pad may be sunk in the right-hand 
 aliile of the desk* 
 
 In order to make the most of each day's work, onu must plan it 
 beforehand. Each hour and minute should be regulated, as far as possible, by 
 a filed schedule. Thus when the executive arrives at the office he knows that, 
 for exMple, from, nine until ten will be occupied in reading mil .and dictating. 
 It ten will come conferences and intervievsi at eleven, left-overs are to be 
 cleaned up| at eleven-thirty come planning, study of problems, etcf at one- 
 thirty, interviews and conferencesi at two-thirty, some constructive work, and 
 at four the day's work is cleaned up, late correspondence dictated, mail 
 
 iNHi 'A ii 
 
 'I^V 'ili ^PtIp'' 
 
 It matters not just how one's schedule is arranged, but it should 
 be carefulli thought out beforehand so that iinportiint flatters may be attended 
 to without fail. As each item is disposed of, it should be crossed off the 
 list so that at the end of the day any neglected work will of Itself demand 
 attention and will be carried forward op the next diiy's list. 
 
 Every business nan must have some system whereby, without relying 
 upon his memory, he may have important matters come to his attention automat- 
 ically. One of the first inventions along this line was the calendar desk pad. 
 
Meport If 
 
 which'is atill being relied upon to a large extent bj business exocutiwes, 
 Whenewer a mat tor sliouM be brought up on a future datOi a note can easily be 
 entered on tbe calendar slip for that date. 
 
 2. The Tickler File ,* Perhaps the most elastic system for follow- 
 ups is the "tickler** file* This consists of a small tray with index cards 
 for the months and days. Back of each day card are filed memo slips or cards 
 on which are noted the matters that are to oome up for attention on that date, 
 .At the beginning of each day the c^ards for that day are taken out, and the 
 matters attended tO' at once or the earde returned to the tickler and filed 
 under a future date* 
 
 In handling the daily work the general rule to be observed is "one 
 thing at a t.ime and that to be disposed of before proceeding to another.'' 
 
 ^The first thinf on arriving at the. office the "Worker reads his mail* 
 He then places it in the "work organiier" in the folder labeled "Today's Hail." 
 He takes out one piece at a time and on it he notes what disposition is to he 
 made of it. If it requires a reply, he dictates a letter, makes a notation, and 
 then places it in the folder for "Dictated Letters," If it is a 'matter to come 
 up in several days, he .makes a slip for his tickler, marks "file" on the letter, 
 and drops i'b into the "out** basket » from which. .it goes to the filing department. 
 
 3- CorreBpondence Manual.- For those who do a large amount of 
 dictating on a limited number of subjects there are various practical schemes 
 for saving time. The most important is the correspondence .manual. 'This 
 consists of standard openings for letters, standard paragraphs for the body 
 of the letter, and standard complimentary closings, arranged by number in 
 a loose-leaf book.. By using this ma.nual, letters may largely be dictated by 
 
aTMberSi and all accessary data may easily bo inserted by the stenographer* 
 I» a frtat maof inataaots this msthod of diotatioa will prO¥t a vast sairiag 
 of flit' correspondettt*"! Miii. 
 
 4. Ins t rue t i oa Carda , > la the development aad standardl nation of 
 the routiae tliruout the offictt * point will tiltimately be reached when each 
 deit will he reiarded as devoted to the performance of certain functions, and 
 a view nay he had of the entire organiiatioa as represented by fmotioas rather 
 than by the iadiviittals perf omiBg them. 
 
 To oarry O'lat this ideat eaeh desk should be equipped with a set of 
 instruction cards describiag uader subjeot headiags aad thru subdivisioas the 
 nature of th« work done at the desk in question. Moreoveri the salesman must 
 have prospect eard records, and the executive. a record of production and costs, 
 al.se 'eiifilO;yet'^* record Af ' •in* 
 
 Such records take up but little room aad 'may easily be kept in the 
 desk, as suggested in a previous sectioa.. ' But when records of greater bulk are 
 aeoessarft they must bt provided for outside the desk.. 
 
 Visible Index*-* A handy iastrumeat for keeping records is the 
 
 mmmmmmk i m i — 
 
 visible index. Zaf onoatioa is briefed oa a 3 by 5 card aad the oards are 
 iaserted by meaas of pateated hinges. in frames mounted oa S'taads. Thus thous- 
 ands of cards are immediately before the view of the searcher and as they 
 overlap each other, exposiag oaly the key iafo^rmatioa, it is unnecessary to 
 
 ^» In Ooiioluf toa « - lay one may start a system, of this sort* Let 
 hia take a basket aad cleaa out his desk* Let him put away oraaneats aad 
 
 It 
 
 persoaal articleSf aad let his office be decorated only la so far as it is 
 
jfe^PO/*^»..ii :».» •! • » — Jt^dffC ................. 
 
 86 29 
 
 mil mid to Mi work. Ho iliouicl clean nn+ « ^ , 
 
 iaouM olean out hia dosJc ovory week, but sHould not 
 
 ar me weakly elaiiitiiig. ft ahould bo clean and opon to 
 
 ^'Otiott 
 
 R«»«bor tl.i. principlo, The deak .qulp^m* and papers should 
 
 alTOjrs be arranged In suoh order, that in the even* 
 
 . in the event of the person's absence or 
 
 dlsahllit;, his substitute ■ill v„„„ x 
 
 * TiXBuse .HI kBow how to proceed with the work. 
 
FIGURE I 
 DOUBLE -PEDESTAL FLAT -TOP DESK 
 
 DOUBLEr PEDESTAL CENTRE -DROP TYPEWRITER DESK 
 
SIMGLE ^PEOESTAt 
 
 FIOURE 8 
 DROP -TOP TYPEWRITER DESK 
 
 r 
 
 HON 
 
 CURC 4 
 yHIT CARO^ASCORO DESK 
 
 REPORT 86 
 
_ FIGURE 5 
 UPRIGHT "Hutf DESK FOR CARD RECORDS 
 
 f lGURE 6 
 
 REPORT 86 
 
 PEDESTAL-DROP TYPEWRITER AND CLERICAL DESK 
 
 $ 
 
a I 2. 
 ...IIIIP . ■ ^^^^^ 
 
St 
 
 ■